What are the responsibilities and job description for the Senior Administrative Assistant position at Smith Group of Americas?
We are seeking a highly organized, proactive, and detail-oriented Senior Administrative Assistant. This role is critical to ensuring seamless day-to-day operations and administrative excellence while also contributing to marketing coordination and construction-related initiatives.
The ideal candidate brings a strong administrative foundation combined with hands-on experience in marketing and the construction industry, allowing them to operate effectively in a fast-paced, multi-disciplinary environment.
Key ResponsibilitiesExecutive & Administrative Support
Manage complex calendars, scheduling, and logistics
Coordinate meetings, prepare agendas, track action items, and follow up to ensure completion
Arrange travel, expense reporting, and executive communications
Serve as a key liaison across internal teams and external partners
Maintain confidentiality and exercise sound judgment in handling sensitive information
Marketing Support
Assist in coordinating marketing campaigns, events, and communications initiatives
Collaborate with marketing teams on timelines, deliverables, and content organization
Track project progress and ensure alignment with business priorities
Help manage vendor relationships (e.g., agencies, designers, printers)
Support preparation of presentations, proposals, and marketing materials
Construction & Operations Coordination
Support construction-related initiatives, including project tracking, documentation, and meeting coordination
Assist with bid packages, proposals, contracts, and vendor communication
Coordinate with project managers, subcontractors, and operational teams
Maintain project records, timelines, and status updates
Help ensure alignment between field operations and executive priorities
Project & Workflow Management
Help drive organization and efficiency
Identify process improvement opportunities and implement administrative best practices
Track cross-functional initiatives and ensure deadlines are met
Provide light project management support across strategic initiatives
Qualifications
Required
5 years of executive administrative experience supporting senior leaders
Prior experience in construction, real estate development, or related industry
Working knowledge of marketing coordination or campaign support
Exceptional organizational, time management, and multitasking skills
Strong written and verbal communication skills
High level of discretion, professionalism, and attention to detail
Preferred
Familiarity with construction project workflows, terminology, and documentation
Exposure to marketing tools, CRM systems, or content management platforms
Experience managing cross-functional projects or initiatives
The ideal candidate brings a strong administrative foundation combined with hands-on experience in marketing and the construction industry, allowing them to operate effectively in a fast-paced, multi-disciplinary environment.
Key ResponsibilitiesExecutive & Administrative Support
Manage complex calendars, scheduling, and logistics
Coordinate meetings, prepare agendas, track action items, and follow up to ensure completion
Arrange travel, expense reporting, and executive communications
Serve as a key liaison across internal teams and external partners
Maintain confidentiality and exercise sound judgment in handling sensitive information
Marketing Support
Assist in coordinating marketing campaigns, events, and communications initiatives
Collaborate with marketing teams on timelines, deliverables, and content organization
Track project progress and ensure alignment with business priorities
Help manage vendor relationships (e.g., agencies, designers, printers)
Support preparation of presentations, proposals, and marketing materials
Construction & Operations Coordination
Support construction-related initiatives, including project tracking, documentation, and meeting coordination
Assist with bid packages, proposals, contracts, and vendor communication
Coordinate with project managers, subcontractors, and operational teams
Maintain project records, timelines, and status updates
Help ensure alignment between field operations and executive priorities
Project & Workflow Management
Help drive organization and efficiency
Identify process improvement opportunities and implement administrative best practices
Track cross-functional initiatives and ensure deadlines are met
Provide light project management support across strategic initiatives
Qualifications
Required
5 years of executive administrative experience supporting senior leaders
Prior experience in construction, real estate development, or related industry
Working knowledge of marketing coordination or campaign support
Exceptional organizational, time management, and multitasking skills
Strong written and verbal communication skills
High level of discretion, professionalism, and attention to detail
Preferred
Familiarity with construction project workflows, terminology, and documentation
Exposure to marketing tools, CRM systems, or content management platforms
Experience managing cross-functional projects or initiatives